Day 1: AI Automations for Busy PMs
7-Day email course, workbook and ultimate guide
Welcome!
Let’s start with the basics. Because honestly, the term “automated workflow” gets thrown around so much right now, it’s easy to get confused.
So what actually is one?
An automated workflow is a series of steps that happen without you doing them manually.
That’s it. Nothing fancy.
Think of it like dominoes. You flick the first one and the rest fall in sequence. You don’t push each one individually. You set it up, trigger it, and watch it run (or it happens in the background).
In work terms, it looks like this:
Trigger → Steps → Output
Trigger: Something kicks it off. A form gets submitted. A file gets uploaded. A meeting ends. A date arrives.
Steps: Actions happen automatically. Data moves. Emails get sent. Records get updated. Files get created.
Output: You get a result without lifting a finger (and feel a smug in the process).
Here’s a simple example.
A new client signs your Scope of Work. That’s the trigger.
Automatically, a project folder gets created in your SharePoint. The job number is set up. A personalised welcome email gets sent with next steps. A task appears in your project management tool reminding you to book the kick-off call.
You didn’t do any of that. It just happened.
How is this different from your normal process?
Right now, you do each step yourself. The SOW comes in, and you create the folder, write the email, add the task…
It takes ten minutes (if you’re lucky). Maybe fifteen if you get distracted.
Multiply that across every client and every project. That’s hours of your week gone on stuff that could run itself. Automation does those steps for you. Once it’s set up, it just happens.
You get the time back (and maybe a lunch break).
Why is everyone suddenly talking about this?
Two reasons.
First, the tools have gotten easier. Five years ago, building automations required a developer (engineer). Now, most can be set up without writing a single line of code.
Second, agencies are under pressure. Clients want more for less. Teams are stretched. Everyone’s looking for ways to save time without sacrificing quality.
Automation is one answer. Not the only answer. But a good one when used well.
The important bit to remember
Automation isn’t magic. It’s just a system that runs the same steps, the same way, every time. Without you having to remember. Without you having to catch up at the end of the day because you have been stacked.
That’s the foundation. Everything else we cover this week builds on this.
Tomorrow, we’ll talk about why you, as a PM, are perfectly placed to lead this stuff. Even if you don’t consider yourself technical.
Speak then,
Tim
P.S. If you’re late to the party, then you can move on to Day 2
Your course workbook
I’ve built a guide (in Notion) to go alongside these emails.
Inside you’ll find:
- Daily AI prompts to reinforce each lesson.
- Exercises to spot opportunities in your own work.
- Space to capture automation ideas as they come to you.
Complete the exercises, and you’ll be ready for the full guide on Day 7.
Sign up for Notion (it’s free and it’s awesome).
Then get your course workbook.